Create PO

The Create PO page allows you to create a purchase order, a document issued to a vendor indicating the types, quantities, and prices of inventory items or services that the vendor will provide. A purchase order creates a written contract between buyer and vendor that also specifies payment terms, delivery dates, shipping terms, and any other obligations and conditions.

To create a purchase order:

1. Access the Purchasing module by clicking the Purchasing link at the top of the page.

2. Select the Create PO tab.

   The Purchase Order page opens.

   Note:

   The PO# field contains an asterisk (*) character. Do not delete the asterisk; it is required for the system to automatically assign the next sequential number to the purchase order.

   If another number needs to referenced, use the Ref PO# field on the individual purchase order items rather than modifying the purchase order number.

3. In the PO Date field, enter the date for the purchase order.

   This value defaults to today's date.

4. In the Expires field, enter the date on which the purchase order expires.

5. Change the values for the Requestor Name, Requestor Phone, and Requestor Email if needed.

   These values default to the name, phone number, and email address of the user creating the PO. If you click the Select link to select a new user, values for phone and email address are automatically filled in. You can also directly enter values in all of these fields.

6. In the Status field, select a status value, for example, Open or Reissued.

7. Click the Select link to specify the Vendor the purchase order will be issued to.

   When you select a vendor, the Vendor Address field is automatically filled in. If an Internal Vendor Code is associated with the vendor, it appears beneath the vendor name. If you cannot find the desired vendor, the company has not been added or was not set up as a vendor. For more information, see Create Company.

8. In the Warehouse field, select the warehouse where the purchased items will be stored.

   You must select a warehouse in which the items to be ordered can be stored. To configure an item for storage in a warehouse, see the Material Item Details page.

9. Click the Select link to specify the Property the purchase order is associated with.

   By default, the user's default property is selected.

10. In the Ship To field, enter the address the items should be shipped to.

    By default, the Ship To address of the selected property is displayed. You can modify this value.

11. Click the Select link to specify an Attention user.

    This value can be used to identify the person who is requesting the items, if different from the user creating the PO.

12. In the Description field, enter a description of the purchase order.

13. In the Payment Terms field select the vendor payment terms.

14. Click the Default Request ID Select link to associate this purchase order with a work order.

    Associating a PO with a work order ensures that the PO items are reserved for completing the work order and are not entered into general inventory at the specified warehouse. Associating a PO with a request ID affects how inventory reorder quantities are calculated.

    If the items to be ordered are associated with more than one work order, you can leave this field empty and associate a separate work order with each item as it is added.

15. In the Shipping Method field, select a value indicating how the items will be shipped.

16. In the FOB field, select a value indicating any freight terms for this PO.

17. In the Delivery Date field, select the date by which the items should be delivered.

18. In the Spend Limit field, enter a value indicating any spending limit for this PO.

    This value is for information purposes only; it is not enforced.

19. In the Authorization # field, enter a value indicating the authorization number associated with this PO.

20. If this PO is associated with multiple properties, select a value in the Region field, indicating the region containing these properties.

21. In the Type field, select the appropriate PO type.

    Some types of POs are required to go through the approval process

22. In the Miscellaneous Fields pane, modify the Bill To address, if needed.

    This value defaults to the billing address of the selected property.

23. Click OK.

The purchase order is created and the Purchase Order Details page opens. From this page you can edit the PO, add material and service items to the PO, create PO approvals, print the PO, and attach files to the PO, if needed.